OPERATIONS EXECUTIVE – LIQUOR BUSINESS Full Time

Operations Executive

Department

Operations / Supply Chain / Business Operations

Reporting To

Operations Manager / General Manager / Director Operations

Job Purpose

The Operations Executive shall be responsible for managing, coordinating, monitoring, and executing the day-to-day operational activities of the Company including inventory management, procurement coordination, warehousing, logistics, regulatory compliance, sales support, vendor management, outlet operations, documentation, reporting, and business process optimization to ensure smooth, efficient, compliant, and profitable business operations.

The Operations Executive shall act as the central coordination point between management, vendors, distributors, warehouses, retail outlets, logistics partners, government authorities, and internal departments.

KEY RESPONSIBILITIES1. Inventory & Stock Management

• Monitor daily stock movement across warehouses and outlets.
• Maintain accurate inventory records.
• Track opening stock, closing stock, inward and outward movement.
• Reconcile physical stock with system records.
• Investigate stock shortages, excesses, damages, and pilferage.
• Ensure optimum stock levels are maintained at all times.
• Monitor expiry-sensitive inventory where applicable.
• Conduct periodic stock audits and surprise checks.

2. Procurement & Purchase Coordination

• Raise purchase requisitions and purchase orders.
• Coordinate with liquor manufacturers, importers, distributors, and suppliers.
• Track pending orders and delivery schedules.
• Ensure timely procurement of products.
• Maintain procurement records and vendor documentation.
• Verify invoices, delivery challans, and purchase documentation.
• Monitor procurement costs and pricing changes.

3. Warehouse Operations

• Supervise receiving, unloading, storage, and dispatch activities.
• Ensure proper stock stacking and storage standards.
• Monitor warehouse safety and security.
• Coordinate stock transfers between locations.
• Maintain warehouse registers and operational records.
• Minimize stock damage, breakage, leakage, and losses.

4. Logistics & Distribution Management

• Coordinate transportation and dispatch schedules.
• Ensure timely delivery of products to distributors, retailers, hotels, bars, restaurants, and customers.
• Monitor vehicle movements and route efficiency.
• Track dispatch status and delivery confirmations.
• Resolve transportation and logistics issues.
• Coordinate with logistics service providers and transport contractors.

5. Regulatory & Excise Compliance

• Ensure compliance with applicable liquor laws and excise regulations.
• Maintain statutory records and registers.
• Assist in obtaining, renewing, and maintaining licenses and permits.
• Coordinate inspections conducted by government authorities.
• Maintain compliance documentation.
• Monitor regulatory changes affecting operations.
• Ensure adherence to all excise reporting requirements.

6. Sales Operations Support

• Coordinate with sales teams and distributors.
• Process sales orders and dispatch requests.
• Monitor product availability against sales demand.
• Support promotional campaigns and market activities.
• Ensure smooth execution of trade schemes and distributor programs.
• Track sales performance and market demand trends.

7. Vendor & Distributor Management

• Maintain relationships with suppliers and distributors.
• Resolve operational disputes and service issues.
• Monitor vendor performance.
• Ensure timely documentation and payments.
• Coordinate contract execution and compliance obligations.

8. Financial & Cost Control Support

• Monitor operational expenditures.
• Verify invoices and supporting documents.
• Track logistics and warehousing costs.
• Assist management in budgeting and forecasting.
• Identify cost-saving opportunities.
• Prevent revenue leakage and operational inefficiencies.

9. Documentation & Record Management

• Maintain operational files and records.
• Manage purchase orders, invoices, permits, licenses, stock registers, dispatch records, and compliance documentation.
• Ensure proper filing and retrieval systems.
• Maintain digital and physical records.

10. MIS & Reporting

Prepare and submit:

• Daily Operations Reports
• Inventory Reports
• Sales Coordination Reports
• Dispatch Reports
• Vendor Performance Reports
• Stock Reconciliation Reports
• Compliance Reports
• Monthly Operations Review Reports
• Cost Analysis Reports

DAY-TO-DAY WORK ACTIVITIESDaily Morning Activities

• Review previous day’s sales and dispatch reports.
• Verify opening stock positions.
• Review pending orders and deliveries.
• Coordinate with warehouse teams.
• Review logistics schedules.
• Attend daily operations meeting.
• Address urgent operational issues.

Throughout the Day

• Coordinate stock movements.
• Follow up with suppliers and distributors.
• Process purchase and dispatch documentation.
• Monitor inventory levels.
• Resolve logistics and delivery issues.
• Handle vendor communications.
• Update operational records.
• Verify invoices and stock receipts.
• Monitor compliance requirements.
• Support management directives.

End-of-Day Activities

• Verify dispatch completion.
• Review inventory balances.
• Reconcile stock movements.
• Prepare daily operational reports.
• Escalate unresolved issues.
• Plan next-day operational requirements.

KEY PERFORMANCE AREAS (KPAs)

The Operations Executive shall be evaluated based on:

Inventory Management

• Stock Accuracy
• Inventory Turnover
• Shrinkage Control
• Stock Availability

Logistics Performance

• On-Time Deliveries
• Dispatch Efficiency
• Transportation Cost Control

Compliance

• Regulatory Compliance
• License Management
• Audit Readiness

Operational Efficiency

• Process Adherence
• Problem Resolution
• Cost Optimization

Reporting

• Accuracy of Reports
• Timeliness of Reporting
• Data Integrity

Vendor Management

• Vendor Satisfaction
• Procurement Efficiency
• Contract Compliance

AUTHORITY LEVEL

The Operations Executive may:

• Coordinate with vendors and distributors.
• Recommend procurement actions.
• Recommend stock transfers.
• Escalate operational risks.
• Monitor compliance activities.
• Implement approved operational procedures.

The Operations Executive shall not:

• Enter into contracts without authorization.
• Approve major expenditures.
• Alter pricing policies.
• Commit the company to financial obligations without approval.

REQUIRED SKILLS

• Inventory Management
• Supply Chain Coordination
• Vendor Management
• Logistics Management
• Excise Compliance Knowledge
• Documentation & Record Keeping
• MS Excel & MIS Reporting
• Communication Skills
• Negotiation Skills
• Problem Solving
• Time Management
• Analytical Skills
• Attention to Detail

PERFORMANCE OBJECTIVE

To ensure uninterrupted, compliant, efficient, cost-effective, and profitable operations across procurement, inventory, warehousing, logistics, sales support, compliance, and business administration functions while safeguarding the Company’s assets, inventory, reputation, and regulatory standing.